Frequently asked questions
Welcome to the Sirius Maritime Group Frequently asked questions Page
In this section, you’ll find clear answers to the most common questions about our comprehensive yacht management services. We are committed to transparency and excellence — from expert crew management and technical support to streamlined administration and compliance. Whether you’re a yacht owner or part of our crew, our FAQs provide detailed insights into our innovative maritime solutions.
Should you need further information, our dedicated team is always ready to assist you.
General Yacht
Management
Clear answers about our service offering and our corporate philosophy.
What’s the difference between private and commercial yacht management?
Private yachts are owned for personal use, meaning they cannot be legally chartered for profit. While they must comply with basic safety and maintenance standards, they do not need to meet the extensive regulatory requirements that apply to commercial yachts. Commercial yachts, on the other hand, operate under strict international maritime laws, including MLC 2006, SOLAS, and ISM compliance. These regulations govern crew welfare, vessel safety, taxation, and insurance requirements. Additionally, commercial yachts must pass regular inspections to maintain their charter license. A well-structured management plan ensures that both types of yachts operate efficiently and remain compliant with Flag State and Port State Control (PSC) regulations.
How do you handle emergency situations onboard?
Our crisis response team is available 24/7, coordinating emergency repairs, medical evacuations, security incidents, and legal support when necessary. We establish detailed contingency plans for each vessel, ensuring the captain and crew are well-prepared to act quickly and effectively in emergencies. Regular safety drills, emergency simulations, and risk assessments are conducted to mitigate potential hazards. Additionally, we maintain direct communication with Flag States, insurers, and emergency response teams** to minimize downtime and ensure safety in all situations.
How do you optimize operational costs for yacht owners?
We conduct a detailed financial analysis to assess fuel efficiency, maintenance schedules, crew costs, and provisioning expenses. By leveraging bulk purchasing agreements with marine suppliers, optimizing route planning for fuel efficiency, and scheduling preventive maintenance to reduce unexpected repairs, we help owners significantly cut operating costs. Additionally, our digital cost-tracking system provides real-time expense monitoring, ensuring full transparency and better financial control.
Can a yacht change its Flag State, and what are the implications?
Yes, a yacht can change its Flag State for reasons such as tax advantages, regulatory flexibility, or operational efficiency. However, this process requires careful planning, as it involves transferring registration, updating legal documents, and ensuring compliance with the new Flag State’s safety and employment standards. Some Flag States are more favorable for commercial operations due to lower taxation and simplified regulations, while others offer stronger privacy protections for private yacht owners.
How do you ensure seamless communication between yacht owners, captains, and management teams?
We implement dedicated communication protocols, including weekly operational reports, real-time maintenance updates, financial summaries, and direct access to management specialists. Our online management portal allows yacht owners to monitor operational status, budgets, crew rotations, and compliance matters at any time. Effective communication helps avoid delays, mismanagement, and unexpected costs, ensuring smooth yacht operations.
Crew Management,
Recruitment & Training
Everything you need to know about recruitment, training and deployment of our crew.
Do you provide payroll services for crew?
Yes, we offer comprehensive crew payroll solutions, ensuring compliance with international tax laws and employment regulations. Our payroll services cover salary processing, tax deductions, social security contributions, and MLC 2006 compliance. Additionally, we manage multi-currency payroll transfers, allowing crew members to receive their wages in the currency of their choice while minimizing exchange rate fluctuations.
Can you help with crew dispute resolution?
Yes, we assist in handling contractual disputes, wage concerns, and disciplinary matters, ensuring a fair and legal resolution for all parties involved. We act as neutral mediators, working with employment lawyers and Flag State authorities to resolve conflicts while maintaining crew morale and operational stability. Additionally, we promote preventative measures, such as clear contract terms and structured performance appraisals, to minimize disputes before they arise.
How do you ensure the highest standards in crew recruitment?
We conduct rigorous vetting processes, including background checks, license verification, and competency evaluations to ensure crew members meet the highest professional standards. Additionally, we match crew members based on their skills, experience, and compatibility with the yacht’s specific requirements, ensuring long-term retention and team cohesion.
Do you provide ongoing crew training and career development?
Yes, we offer structured training programs, including STCW refreshers, leadership training, and technical skill enhancement courses. We also facilitate career progression paths, helping crew members transition from junior roles to senior positions such as Chief Engineer, Captain, or Yacht Manager.
How do you manage crew rotations and contract renewals?
We maintain detailed crew rosters and contract expiration tracking, ensuring that crew changes are planned efficiently. Our goal is to provide seamless transitions between rotations to maintain vessel stability while keeping crew members informed and prepared for their assignments.
Technical Support & Maintenance
Frequently asked questions about technical services and maintenance processes.
How do you handle spare parts procurement?
Efficient spare parts procurement is essential for minimizing downtime and ensuring smooth yacht operations. We maintain a global supplier network, enabling us to source OEM (Original Equipment Manufacturer) and high-quality aftermarket parts quickly. By using inventory tracking systems and predictive maintenance data, we anticipate when critical parts will need replacement, reducing lead times and avoiding last-minute shortages. Additionally, we leverage bulk purchasing agreements and supplier relationships to secure competitive pricing and priority delivery. For yachts operating in remote locations, we arrange pre-positioned spares at key ports or onboard to minimize delays.
How do you manage dry-docking and refits?
Dry-docking and refits are complex projects that require meticulous planning, coordination, and technical oversight. We begin with a detailed scope of work and budget planning, ensuring all maintenance, regulatory inspections, and upgrade tasks are accounted for.
Our role includes:
- Selecting the right shipyard, considering factors such as location, expertise, and infrastructure.
- Coordinating contractor schedules, ensuring minimal downtime and avoiding project overruns.
- Verifying work quality, using independent inspections and classification society approvals.
- Managing class and flag state surveys, ensuring compliance with the latest safety and technical regulations.
- Implementing refit upgrades, including propulsion enhancements, interior refurbishments, and eco-friendly modifications like hybrid propulsion systems.
Once completed, we conduct sea trials, performance testing, and quality assurance checks before the yacht returns to service.
How do you minimize unplanned breakdowns?
Preventive and predictive maintenance strategies are the key to minimizing unexpected failures. We implement:
- Regular system diagnostics, using real-time monitoring tools for engines, generators, and hydraulic systems.
- Vibration and thermal imaging analysis, detecting early signs of mechanical wear or misalignment.
- Oil condition monitoring, analyzing lubricant samples to identify contamination or internal engine wear before failures occur.
- Digital twin technology, simulating wear patterns on critical components to anticipate failures before they happen.
- Scheduled overhauls, ensuring major machinery is serviced well before reaching failure thresholds.
By integrating these strategies into a Planned Maintenance System (PMS), we significantly reduce downtime, ensuring yachts remain operational and compliant.
Maritime Compliance &
Safety Standards
Information on legal requirements, safety standards and regulatory aspects.
How do you assist with ISM compliance?
We ensure full compliance with the International Safety Management (ISM) Code, which is essential for commercial yacht operations. Our services include developing and implementing Safety Management Systems (SMS), conducting internal and external audits, and ensuring ongoing crew training. We also perform risk assessments, emergency preparedness drills, and continuous compliance monitoring. Our team liaises with Flag States, Classification Societies, and Port State Control (PSC) to ensure that yachts operate safely and efficiently, avoiding costly detentions and penalties.
What are the latest regulatory changes affecting yacht operations?
Maritime regulations evolve constantly, and staying ahead of them is crucial. Recent changes include:
- IMO Tier III Emission Regulations, which impose stricter controls on nitrogen oxide (NOx) emissions for yachts over 24m operating in Emission Control Areas (ECAs).
- Cybersecurity requirements, with the IMO’s MSC.428(98) regulation now mandating cybersecurity risk management as part of ISM compliance.
- MLC 2006 amendments, requiring better crew welfare policies, including social connectivity and medical care improvements.
- Ballast Water Management Compliance, which applies to yachts over 400 GT traveling internationally, ensuring environmentally responsible ballast water treatment. We keep yacht owners and captains informed of these changes and assist in adapting operational proceduresaccordingly.
How do you ensure compliance with MARPOL regulations?
We help yachts comply with MARPOL Annex I-VI, covering pollution prevention for oil, sewage, garbage, air emissions, and ballast water. Our compliance strategy includes:
- Monitoring fuel sulfur content to meet IMO 2020 low-sulfur fuel requirements.
- Implementing garbage management plans to ensure correct disposal and record-keeping.
- Optimizing fuel efficiency through engine tuning and voyage planning to reduce emissions.
- Training crew on proper waste management and spill response procedures. We also conduct pre-inspections and audits to ensure vessels pass Port State Control (PSC) and Flag State inspections without compliance issues.
How do you manage compliance when a yacht operates under multiple jurisdictions?
Yachts often move between different territorial waters, Flag States, and regulatory regimes, making compliance complex. We track all operational zones and ensure that each yacht adheres to local tax laws, chartering regulations, labor laws (MLC 2006), and environmental standards (MARPOL, IMO, EU VAT directives, etc.).
Our compliance strategy includes:
- Pre-voyage regulatory assessments to identify potential legal issues.
- Liaising with local maritime authorities and legal experts to ensure seamless compliance.
- Keeping all vessel documentation updated to meet the latest international requirements. This proactive approach minimizes legal risks and ensures smooth operations.
What are the common Port State Control (PSC) deficiencies that affect yachts?
The most common PSC deficiencies leading to detentions include:
- Expired or incorrect crew certificates (STCW non-compliance).
- Deficient fire-fighting and life-saving equipment (life rafts, fire extinguishers, emergency exits).
- Pollution prevention failures (oil record book errors, improper bilge water disposal).
- ISM Code non-conformities, such as lack of safety drills or failure to maintain SMS records.
- Structural or maintenance deficiencies, like hull damage, faulty navigation lights, or malfunctioning alarms.
To prevent these issues, we conduct pre-PSC inspections and corrective action plans before yachts arrive in high-risk ports.
Administration & Financial Management
Questions about financial transparency, documentation and administrative processes.
How do you manage financial reporting for yacht owners?
We provide comprehensive financial reporting, ensuring full transparency and cost control. Our reports include:
- Detailed breakdowns of operational expenses, covering fuel, maintenance, provisioning, and crew salaries.
- Projected budget forecasts to help owners plan for upcoming costs.
- Variance analysis reports, comparing actual spending against budgeted amounts.
- Cash flow monitoring and reserve fund management, ensuring financial sustainability. Owners receive monthly and quarterly reports, along with real-time access to financial dashboards through our digital platform.
Can you assist with VAT structuring for charter operations?
Yes, VAT structuring is essential for legal and tax efficiency in chartering. We work with maritime tax specialists to:
- Determine the most favorable VAT jurisdiction for the yacht’s chartering activities.
- Register the yacht for VAT purposes where applicable (e.g., France’s TVA, Spain’s IGIC, Malta’s VAT leasing scheme).
- Advise on VAT exemptions and temporary importation schemes for non-EU-flagged yachts chartering in EU waters.
- Ensure VAT compliance for charter invoices, APA (Advance Provisioning Allowance), and owner’s expenses. Proper VAT structuring avoids legal complications and enhances charter profitability.
How do you optimize cash flow for yacht owners?
We implement cost control strategies, expense forecasting, and financial planning to ensure cash flow stability. This includes:
- Proactive budget management, identifying seasonal cost fluctuations.
- Negotiating favorable rates with suppliers and shipyards to reduce overhead costs.
- Tracking expenditure patterns to eliminate unnecessary spending.
- Implementing a centralized purchasing system, ensuring cost efficiency across fleet operations.
Can you manage multi-currency transactions and tax filings?
Yes, we manage multi-currency payroll, supplier payments, and international tax filings. We mitigate currency exchange risks through hedging strategies and ensure compliance with local and international tax obligations for VAT, corporate tax, and customs duties.
What financial risks do yacht owners need to be aware of?
The main financial risks include:
- Fluctuating fuel costs, which can impact budget planning.
- Unplanned maintenance expenses, especially for older yachts.
- Regulatory tax changes, affecting VAT and import duties.
- Crew turnover costs, including training and contract buyouts.
We help mitigate these risks through financial forecasting and proactive cost management.
